Buyer

Buyer
SCV Water Procurement Department
 Santa Clarita, California
Job Description

THE POSITION:
Full-Time Position
FLSA: Exempt

SALARY:
$44.71 - $54.47 Hourly
$92,996.80 - $113,297.60 Annually

OPENING DATE:
01/10/23

CLOSING DATE:
02/06/23 05:30 PM

DEFINITION 

Under direction, performs responsible purchasing and procurement work, including coordinating proposal submittal process and purchasing a variety of services, materials, supplies, products, and equipment according to applicable laws, Agency purchasing policies and procedures, and requisition specifications; conducts competitive solicitations, contract writing and negotiations, and related sourcing activities; approves payment for a variety of products and services and oversees the purchasing card program; and performs related duties as assigned. 

DISTINGUISHING CHARACTERISTICS  

This classification is responsible for independently performing professional level duties in support of the agency’s purchasing and procurement activities. Positions at this level exercise judgment and initiative in their assigned tasks, receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.  

COMMUNITY AND WORKPLACE CULTURE

SCV Water stands to serve the community. This includes a proactive approach to emergency preparedness and response, while keeping an all-inclusive perspective on environmental health and safety. In addition, SCV Water is dedicated to providing an organizational culture that balances professional and personal lifestyles, which includes a flexible workplace option for eligible positions.

SUPERVISION RECEIVED/EXERCISED  

Receives direction from Administrative Services Manager. May provide lead or technical direction to clerical or support staff. 

EXAMPLES OF DUTIES:

EXAMPLES OF ESSENTIAL FUNCTIONS (Illustrative Only) 

  • Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job. 
  • Duties may include, but are not limited to, the following:  
  • Procures services, supplies, materials, products, and equipment ensuring compliance with procurement and purchasing regulatory requirements, policies, and procedures by processing purchase requisitions. 
  • Develops and issues competitive solicitations including request for quote (RFQ) and request for proposal (RFP); obtains competitive quotes, bids, and proposals, product information, and technical data; establishes vendor sources; researches availability, quality, and price of services, equipment, and supplies. 
  • Evaluates responses to solicitations for conformance to specifications by analyzing factors such as products offered, terms, discounts, conditions, delivery dates, future purchase options, vendor qualifications, and related factors. 
  • Determines lowest responsive bidder or best value proposal; makes award recommendations; writes and negotiates contracts as needed; resolves protests. 
  • Facilitates cooperative contracts to provide optimal cost savings; manages a portfolio of multiple contracts and coordinates contract terms and services provided with vendors. 
  • Reviews and approves a variety of invoices for products and services; administers, manages, and monitors purchasing credit card and agency fuel card program. 
  • Conducts training sessions for new purchasing card (P-Card) users; assists existing users with proper use of the P-Card; reconciles and attaches receipts and account codes. 
  • Updates vendor account codes, user profiles, credit limits, transaction types, and declines; reviews and updates department reports in compliance with purchasing policies.
  • Reviews, examines, and processes requisitions, purchase orders, insurance certificates, and other related documents to ensure compliance with established purchasing procedures, and to confirm funding availability; approves purchase orders as authorized and recommends purchase orders for approval. 
  • Investigates and resolves complaints with vendors and contractors; provides information and guidance to Agency divisions/departments regarding purchasing processes and policies. 
  • Researches and analyzes market trends to recommend new products and advise departments of obsolete equipment, parts, and supplies. 
  • Maintains good working relationships with vendors and contractors; assists in resolving discrepancies and disputes; maintains related files and databases. 
  • Performs a variety of office support and customer service duties such as developing reports, writing various correspondence and memoranda, and maintaining various files and assigned databases. 
  • Performs related duties as assigned.

PHYSICAL, MENTAL AND ENVIRONMENTAL WORKING CONDITIONS   

Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement, and fine coordination in preparing statistical reports and data using a computer keyboard. Additionally, the position requires near vision in reading correspondence, statistical data, and using a computer. Acute hearing is required when providing phone and personal service. The need to lift, drag, and push files, paper, and documents weighing up to 25 pounds is also required.

Employees work in an office environment with moderate noise levels and controlled temperature conditions. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.

MINIMUM QUALIFICATIONS:

QUALIFICATIONS (The following are minimal qualifications necessary for entry into the classification.) 

Education and/or Experience 

  • Any combination of education and experience that has provided the knowledge, skills, and abilities necessary for a Buyer. A typical way of obtaining the required qualifications is to possess:
  • A bachelor’s degree with major coursework in business administration, public administration, finance, accounting, or related field.
  • Three (3) years of increasingly responsible procurement and purchasing experience.  

Licenses and Certifications 

  • Possession of, or ability to obtain, a valid Class C California driver's license. Individuals who do not meet this requirement due to a physical disability will be considered on a case-by-case basis. 

KNOWLEDGE/SKILLS/ABILITIES (The following are a representative sample of the KSA’s necessary to perform essential duties of the position.)  

Knowledge/Skills of: 

  • Principles, practices, and methods of public and governmental purchasing and procurement programs and processes, including cooperative purchasing. 
  • Principles and practices of contract preparation, negotiation, and protest resolution. 
  • Specification writing, pricing methods, and sales as applied to purchasing transactions. 
  • Applicable federal, state, and local laws, rules, regulations, ordinances, and Agency policies and procedures relevant to assigned area of responsibility. 
  • Record keeping and filing systems and methods. 
  • Principles and practices of data collection and report preparation. 
  • Basic business math. 
  • Business letter writing and the standard format for reports and correspondence. 
  • Methods of preparing and processing various records, reports, forms, and other documents specific to assigned program, department, or division. 
  • Occupational hazards and standard safety practices. 
  • Operation of a computer and assigned software. 
  • Safe driving practices. 
  • Interpersonal skills using tact, patience, and courtesy. 

Ability to: 

  • Prepare specifications, investigate sources of supply, analyze market conditions, and prepare requests for proposal, bid, information, or quote. 
  • Coordinate RFQ/RFP evaluation process including developing evaluation worksheets and leading cross-functional evaluation and selection teams. 
  • Negotiate contract terms and conditions. 
  • Interpret, apply, and explain applicable federal, state, and local laws, rules, regulations, ordinances, and Agency policies and procedures relevant to assigned area of responsibility. 
  • Gather and compile information from a variety of sources. 
  • Prepare, review, and present reports and other correspondence and communications in a clear and concise manner. 
  • Maintain accurate databases, records, and files. 
  • Operate a computer and assigned software. 
  • Communicate clearly and concisely.  
  • Establish and maintain effective working relations with agency staff, outside agencies, and the public.

SELECTION PROCESS:

HOW TO APPLY

Read the job notice thoroughly, note the minimum requirements of the position, and compile any information or documents necessary for the application. Complete and submit your application along with supporting documents such as resume and cover letter. It is important that your application is complete and thorough. Please include all requested information including education, certifications, and relevant experience.

Be advised that, while you may submit a resume with your application, resumes will not be accepted in lieu of an application. Incomplete applications will likely be rejected.

SELECTION PROCESS

Human Resources administers the Agency’s recruitment procedures to ensure a fair and unbiased selection. Applications may be removed from the process if they are incomplete or where the applicant does not meet the minimum qualifications. Accepted applicants will interview before an unbiased, multiparty interview and scoring panel. Interviewed applicants will be scored on areas such as education, experience, demonstrated qualifications, communication skills, and interview presentation, among others. While seniority is considered, the Agency will choose the best qualified candidate regardless of time at the Agency. The Agency strives to fill each position with the most qualified candidate.

RECRUITMENT STATUS

Applicants will be provided notification electronically to the email provided in the application. To check the status of a submitted job application and to track the recruitment process, log in to governmentjobs.com by clicking the “Applicant Login” button on the Agency’s Job Opportunities page. Once you sign in, you will be directed to your Applications page where you can view the status of Submitted (and Incomplete) applications.

EQUAL OPPORTUNITY EMPLOYER

The Agency selects applicants on the basis of applicant qualifications and prohibits unlawful discrimination based on race, color, sex, sexual orientation, gender identity or expression, religious or political affiliation, creed, citizenship status, military service status, marital status, pregnancy, age (over 40), national origin, ancestry, medical condition, physical or mental disability, or any other basis protected by federal, state or local laws.

REASONABLE ACCOMMODATION OF DISABILITIES

The Agency will make reasonable accommodations for disabilities, both in the application process and in the performance of the job. Any applicant who requires an accommodation in the application process should contact Human Resources for assistance.

Questions or concerns related to the Agency’s Equal Opportunity Employer policy or any request for reasonable accommodation should be directed to Human Resources at (661) 297-1600.

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